NNA Background Check: What Notary Applicants Need to Know

If you're pursuing your National Notary Association (NNA) Notary Signing Agent certification, there's one step you can't skip: the NNA background check. It's not optional, it's not a formality, and it can determine whether you get certified at all. This guide walks you through exactly what's screened, how the process works, what results can disqualify you, and what to do if something concerning shows up.

Why the NNA Background Check Exists

Notary Signing Agents handle sensitive, high-value documents — mortgage closings, refinances, real estate transactions. The loan industry built the NNA background check requirement into their standards because lenders and title companies need confidence that the notary handling borrowers' personal financial data doesn't have a history of fraud, theft, or financial crimes.

The NNA background screening is a core part of the Signing Professional Workgroup (SPW) standards that major lenders and title companies adopted. If you want to work with companies that follow SPW standards — and most serious NSA work requires it — you need to pass this screening. It's not just NNA policy; it's an industry standard.

What Does the NNA Background Check Screen For?

The NNA uses a third-party background screening provider to run a thorough check. Here's what gets searched:

• Criminal records — felonies and misdemeanors at the federal, state, and county level
• Sex offender registry — checked against national and state registries
• Federal criminal records — including federal court filings
• Terrorist watch lists and sanctions databases — OFAC, FBI, and other lists
• Motor vehicle records (MVR) — driving history where applicable

The standard NNA background check covers 7 years of criminal history at minimum, though some searches go further back depending on the crime type. Certain serious offenses (fraud, financial crimes, violent felonies) may be reviewed regardless of how long ago they occurred.

It's a national background check — not just your current state. If you lived in three different states over the past decade, all three are searched.

How the Process Works Step by Step

The background check is initiated when you complete your NSA certification. Here's the typical flow:

1. Complete NNA NSA certification exam — you pass the exam first
2. Submit background screening request — NNA provides a link to their third-party screening partner
3. Provide consent and personal information — name, address history, Social Security Number, date of birth
4. Pay the screening fee — currently around $65–75 for the full NNA-compliant background check
5. Screening runs — typically completes within 1–3 business days, though complex cases can take longer
6. Results delivered — to both you and NNA/the requesting party
7. Certification issued or review triggered — clean results → certification proceeds; concerning results → review process begins

One important point: you must use an NNA-approved background screening provider to meet the SPW standard. Running a generic background check somewhere else won't satisfy lender requirements. The NNA partners with specific providers whose reports are accepted by companies that follow SPW standards.

What Disqualifies You?

The NNA doesn't publish a rigid binary pass/fail list — results are reviewed in context. But certain record types create serious barriers:

Almost Always Disqualifying

• Felony convictions for fraud, forgery, financial crimes, or identity theft
• Felony convictions for crimes of moral turpitude
• Active sex offender registration
• Recent (within 5–7 years) felony convictions of any kind
• Convictions related to document fraud or notarization fraud specifically

May Be Reviewed Case-by-Case

• Older felony convictions (10+ years, especially non-violent)
• Misdemeanor convictions — context, type, and recency matter
• Multiple misdemeanors, even minor ones
• DUIs — generally not disqualifying for a single incident unless recent
• Dismissed charges and arrests without conviction — these typically don't disqualify you

The NNA background check standard focuses on crimes relevant to the work: financial crimes, fraud, crimes involving dishonesty, and crimes that could compromise a borrower's safety or data security. A 15-year-old, non-violent misdemeanor is treated very differently from a recent financial fraud conviction.

Arrests Without Conviction

This trips people up. An arrest without conviction should not disqualify you. Under the Fair Credit Reporting Act (FCRA) and most state laws, background checks can only report convictions (and pending charges). An arrest that was dismissed, expunged, or resulted in acquittal generally won't appear on an FCRA-compliant background check — and the NNA screening follows FCRA guidelines.

If you have an old arrest on your record that was dismissed, it shouldn't show up. If it does, you have the right to dispute it.

What If You Have a Record?

Don't assume you're automatically disqualified. Here's what to do:

1. Get a copy of your own background check first. Run a check on yourself before you apply so there are no surprises. Many people find errors in their own records.
2. Research your state's expungement laws. If you have older convictions that are eligible for expungement, it may be worth pursuing before applying. An expunged record generally won't appear on an FCRA-compliant check.
3. Contact NNA directly. The NNA has a process for reviewing borderline situations. Explain your circumstances honestly — they've seen a wide range of situations and aren't reflexively punitive.
4. Document rehabilitation. Time since conviction, stable employment history, and positive character references all matter in a case-by-case review.

The notary industry isn't looking to permanently bar everyone with any record. They're trying to protect consumers from people who are likely to commit fraud in a high-trust position. Those are different things.

How Long the Background Check Is Valid

The NNA background check doesn't last forever. For the NNA certification to remain in good standing, the background check must be renewed. The typical renewal cycle is:

• NNA NSA certification renewal: every 2 years
• Background check: required as part of renewal

Some title companies and lenders have stricter requirements — they may require an annual background check for signing agents on their approved lists. If you work for platforms like NotaryCam, Snapdocs, or similar services, check their specific requirements. The NNA certification is a baseline; individual companies can and do add their own screening layers.

Background Check vs. Notary Commission

Important distinction: the NNA background check is for the NNA Signing Agent certification — it's a private industry standard. It's separate from the background check your state requires for your notary commission.

Most states require a background check as part of the notary commission application process. That check is run by your state's notary-regulating authority (often the Secretary of State's office) and determines whether you can be commissioned as a notary at all.

You may end up with two separate background checks: one for your state commission and one for the NNA certification. They serve different purposes and go to different parties. The state check gates your ability to legally perform notarial acts; the NNA check gates your ability to get loan signing work through companies that follow SPW standards.

For more on the full certification path, the NNA practice test PDF is worth reviewing alongside your exam prep. And if you're working through which state-specific notary requirements apply to you, resources like the Illinois notary exam guide or Texas notary exam guide break down state-level requirements in detail. For those in the Northeast, the Massachusetts notary guide covers what the Bay State specifically requires.

Tips for a Smooth Background Check Experience

A few practical things that make the process easier:

• Have your address history ready. You'll need addresses for the past 7–10 years. The screening provider uses your address history to determine which county courts to search. Gaps in address history can slow things down.
• Double-check your personal info. Name errors, wrong SSN digits, or incorrect DOB can cause the check to miss records or misattribute someone else's records to you. Verify everything before submitting.
• Use the NNA-approved provider. Don't try to substitute a generic check. It won't satisfy lender requirements and you'll end up paying twice.
• Be honest. The NNA certification process includes a self-disclosure component. Lying on your application about past convictions creates a much bigger problem than the underlying conviction might have.

How to Study for the NNA Exam (Related to Background Check Content)

The NNA exam itself includes questions about notary ethics, professional conduct, and the responsibilities of a Signing Agent — areas that directly relate to why the background check matters. Understanding the professional standards underlying the screening requirement helps you answer exam questions about NSA ethics and responsibilities.

Specifically, know that the background screening requirement flows from SPW standards designed to protect consumers. Questions about a Signing Agent's obligations to protect borrower information, avoid conflicts of interest, and maintain professional conduct often reference the same ethical principles that the background check system is designed to enforce.

Common Background Check Mistakes to Avoid

These errors cost applicants time and money:

1. Using a non-approved vendor. It won't be accepted and you'll pay for it again.
2. Not checking your own record first. Background reports frequently contain errors — wrong names, misattributed records, outdated information. Catching these before the formal check saves weeks of dispute resolution during your certification process.
3. Panicking over arrests without convictions. They generally don't appear and generally don't count. But review your state's specific laws on what can be reported.
4. Assuming expunged records are gone. Some jurisdictions don't fully seal records, and some databases take time to update. If you have an expungement, follow up to confirm the record has been updated in criminal databases before you apply.
5. Missing the renewal deadline. Your NNA certification and background check have an expiration date. Mark your calendar — letting it lapse means re-certifying, which takes time and affects your ability to take loan signings from companies that verify NNA status.

The NNA background check is a professional standard that protects consumers and signing agents alike. A clean record makes the process smooth and straightforward. If your record isn't clean, it's still worth exploring your options — expungement, case-by-case review, and honest disclosure all matter more than people often expect.